Procurement @ ESO Arnout Tromp Head of Contracts and Procurement.
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Transcript of Procurement @ ESO Arnout Tromp Head of Contracts and Procurement.
Industry day Poland 3 July 2015
Statistics
ESO Procurement Policy & Process
Procurement Vehicles
Selective Tendering
Collaborations with Institutes
Industrial return
E-ELT procurements
What’s in it for you?
Topics Addressed
Industry day Poland 3 July 2015
Contracts awarded worldwide over the period 2005 - 2014
Total Contracts 10 years: 996 Million EUR
Industry day Poland 3 July 2015
Contracts awarded within ESO Member States over the period 2005 - 2014
Cumulative values, per “project”
Total Contracts 10 years, 611 Million EUR
VLT
ALMA
ELT
Others
Operations
250 MEUR
53 MEUR70 MEUR
207 MEUR
31 MEUR
Industry day Poland 3 July 2015
Number of contracts awarded over the period 2005 - 2014
Number of contracts, for different price ranges
322
98
87
28
150 KEUR - 500 KEUR
500 KEUR - 1 MEUR
1 MEUR - 5 MEUR
> 5 MEUR
58,470 contracts below 150 KEUR were placed in this period
Industry day Poland 3 July 2015
Overall objective: technical excellence at an affordable cost.
In accordance with key principles for Public Procurement: Non-discrimination Transparency Accountability Fairness, economy and efficiency
Procurement Policy (1/2)
Industry day Poland 3 July 2015
Procurement Policy (2/2) Requirements from ESO Financial Rules and
Regulations:• Competitive Tendering;• Within ESO Member States;• Contracts awarded to the lowest priced technically
and managerial compliant tender;• Fair distribution of the contracts among the ESO
Member States.
Implemented through the ESO internal Procurement and Sales procedures.
Industry day Poland 3 July 2015
ESO selects the recipients of its procurement actions from: Its database (categories), plus its staff’s own knowledge;Suggestions received from ESO Member States; Interest expressed by companies:
• In relation to forthcoming procurements announced on the ESO web page;
• Generically.
ESO gives great importance to the quality of its tenders, and expects the same from the bidders: “one shot only”, no room for improving a tender after its submission.
Procurement Process (1/3)
Industry day Poland 3 July 2015
Evaluation of the managerial/technical evaluation of tenders performed without knowledge of the price(s);
Lowest priced compliant tender is awarded the order/ contract;
For each procurement above 150K EUR, an internal committee is constituted to follow through the evaluation and adjudication process.
Contracts/ Purchase Orders are regulated by ESO’s own set of contractual conditions (including recourse to private arbitration in case of disputes).
Procurement Process (2/3)
Procurement Process (3/3)
Industry day Poland 3 July 2015
Typically used for Procurements > 150k EUR
Industry day Poland 3 July 2015
Price Inquiries:For goods and services which are “standard” and do not
call for an extensive definition of requirements;The schedule is ad-hoc, typically 3 to 4 weeks;The resulting order is regulated by the ESO General
Conditions of Purchase Orders;Values are, as a general rule, < 150KEUR
Procurement Vehicles (1/3)
Industry day Poland 3 July 2015
Call for Tender (CFT):Announced on the ESO CP web page;Mostly a 2 step process:
• Preliminary Inquiry: selection based on technical and financial suitability (response time: ~4 weeks);
• Competitive CFT: to all qualified companies; response time 6 weeks minimum.
Other:Request for Information (form free on a non-binding
basis)Single Source procurements (only in justified cases)
Procurement Vehicles (2/3)
Industry day Poland 3 July 2015
Structure of our procurement documentation:Preliminary Inquiry:
• Cover letter defining the content of the response• Synopsis of the scope of work;• The technical, financial, contractual qualification criteria; • Administrative matters;• ADs, as required (e.g. General Conditions of ESO Contracts)
CFT: • Cover letter• Special Conditions • Tender Form• Draft contract• General conditions• SOW • Technical Specifications
Procurement Vehicles (3/3)
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Our procurement actions are targeted =>You either know about it; or ESO knows about you and your competencies;or…..the opportunity is lost.
For procurements expected to exceed 150 KEUR, announcement is made on the ESO web page:
http://www.eso.org/public/industry/cp.html
=> companies have the opportunity to make their interest known to ESO ([email protected]).
Selective Tendering
Industry day Poland 3 July 2015
Make your (first) tender your best tender, as it will be your only shot:Your reply needs to respond fully to the CFT
requirements, specified in our “special conditions” => ask questions when you are unsure!!!!
Same level of completeness required from new suppliers as for suppliers who have already contracted with ESO;
Questions asked by ESO for clarification, and very selectively for missing information;
Your Submission to ESO
Collaborations aimed at building instruments to be used at the telescopes;
Same principles applied as for procurements
(Transparency, equal treatment etc.);
Identification of institutes via scientific council delegate;
Remuneration via GTO and reimbursement of hardware cost.
Institutes mostly procure via EU tendering
Collaborations with Institutes
Industry day Poland 3 July 2015
Industry day Poland 3 July 2015
No requirement for juste retour…but a strong expectation from all ESO Member States of an equitable distribution;
Measured through each country’s return coefficient: ratio between the percentage of expenditures in an individual MS and the MS percentage contribution to the budget;
Expenditures calculated on data collected from the Contractors re: the “origin of the supply”.
Industrial return
Industry day Poland 3 July 2015
Basic principle: outsource all what can be efficiently performed by outside partners (industry or institutes) while keeping inside ESO the tasks where ESO has a long and specific experience not readily available outside . Examples of the first category are: detailed design, construction and
integration of large structures (e.g. Dome, telescope Main Structure), high-precision optical mirror production, design, construction and integration of astronomical science instruments (by consortia of astronomical institutes).
Examples of the second category are: specification, design and implementation of telescope control systems, AIV of high-precision opto-mechanical units, coating of large mirrors.
E-ELT procurement strategy
Industry day Poland 3 July 2015
Polishing of the M1 Mirror Segments (Phase 1: 588 segments, Phase 2: 343 additional) Polishing and integration with segment supports. Delivery to site at
Armazones• CfT planned for Q4 2015 with contract award in Q3 2016. Contract expected to run
for 7 years.
Looking for suppliers in MS and Chile with track record in large size, high performance, optics manufacturing and testing
Position Actuators for M1 Design, manufacture and deliver Electro-mechanical precision
actuators (φ1: 1764, φ2: +646) and electronic controllers (φ1: 588, φ2: +216) to be mounted on each M1 Cell
Procurement start 2017 (TBC) expected to run for 5-6 years Suitable for medium size (turnover 10-15 MEURO) to large suppliers
in MS and Chile with track record in high precision position actuators design and manufacturing
Near term procurements (1)
Industry day Poland 3 July 2015
Edge Sensors for M1 Contract(s) for the production of edge sensors (φ1: 3318, φ2: +1312)
controllers, tools and interfaces. Contract to start end 2016 (Nov 2016 FC) to run for 5 years Looking for medium large size (turnover 10-15 MEURO) suppliers in
MS and Chile with track record in non contact nanometer accuracy displacement sensors
Segment Supports for M1 (serial production) Contract (s) for the production of segment precision mechanical
supports (φ1: 588, φ2: +343) and fixed frames (φ1: 588, φ2: +210), tooling and transport containers.
Procurement in 2018 (May 2018 FC) to run for 4 years Looking for medium to large size (turnover above 30-60 MEURO)
suppliers in MS and Chile with track record in precision mechanics manufacturing and integration
Near term procurements (2)
Industry day Poland 3 July 2015
M2 Cell (jointly with M3 cell) M2 Cell design and production of whiffletree steel frame structure,
mechanical supports and tools. Integration with dummy mirror (from mirror supplier)
Contract to run during 2016 to 2021 (Nov 2016 FC) Looking for medium/large size (turnover > 20 MEURO) suppliers in
MS and Chile with track record in large optics manufacturing, large opto-mechanical systems design and manufacturing
M2 Mirror Blank (possibly jointly with M3 blank) Contract to run during 2017/18 (Nov 2016 FC) Looking for medium-large size (turnover > 20 MEURO) suppliers in
MS and Chile with track record in large glass ceramic blanks manufacturing.
Near term procurements (3)
Industry day Poland 3 July 2015
Infrastructure telescope control SW design and development of the core integration infrastructure for
the Telescope Control System (TCS) Possible procurement end 2016 (Nov 2016 FC) Looking for suppliers in MS and Chile
Infrastructure for Real time computer (RTC) SW development environment, computer and network infrastructure Procurement during 2017 (Nov 2017 FC) Looking for in MS and Chile with track record in supply of SDE (SW
Dev. Env.)
Near term procurements (4)
Industry day Poland 3 July 2015
WaveFront Sensor (WFS) Detectors Procurement of wavefront sensors. Design and production of the
detector and associated controller, it includes the optomechanical subassemblies that sample the wavefront (e.g. lenslet array)
Procurement during 2016/17 (May 2017 FC) Looking for suppliers in/and outside MS and Chile with track record in
of scientific optical mechanical systems
Mirror Washing units 4 meter mirrors and M1 washing units Procurement late 2016 (Nov 2016 FC) Looking for medium size (turnover 5-10 MEURO) suppliers in MS
and Chile with track record in design and manufacturing of cleaning/stripping equipment (chemical cleaning/stripping)
Near term procurements (5)
Industry day Poland 3 July 2015
M1 Mirror Coating units Coating units used to coat the M1 segments on site Procurement 2017 (Nov 2017 FC) Looking for medium size (turnover 10-15 MEURO) suppliers in MS
and Chile with track record in design and manufacturing of coating/vacuum thin film deposit equipment
Near term procurements (6)
Industry day Poland 3 July 2015
Request for Information (identify companies and gather information)
M1, M2 and M3 mirror blanks (replies received, evaluating) M2 and M3 cells (in preparation for August)
Preliminary Inquiry (pre-selection based on financial and tech. info)
Edge Sensors (waiting for replies) M1 segment polishing, M2 blank (in preparation for Q3)
Call for tenders running ISVV, Independent SW Validation and Verification Consultancy Quality Assurance and Quality Control Consultancy Service Dome and Main Structure
Industry day Poland 3 July 2015
Business opportunity
Publicity: you get the change to contribute to the build of very complex machines with high potential
It can provide you the opportunity for free R&D
Potential spin offs of the developments made
What is in it for you?